Massachusetts Department of Elementary and Secondary Education 75 Pleasant Street, Malden, Massachusetts 02148-4096 Telephone: (781) 338-3700 TTY: N.E.T. Relay 1-800-439-2370 May 31, 2011 June Doe, Superintendent Dedham Public School District 100 Whiting Avenue Dedham, MA 02027 Re: Mid-cycle Report Dear Superintendent Doe: Enclosed is the Department of Elementary and Secondary Education's Mid-cycle Report based on the onsite visit conducted in your district in March 2011. During the Mid-cycle Review the Department monitored selected special education criteria to determine your district’s compliance with special education laws and regulations. The review consisted of information gathered from one or more of the following activities: interviews, review of student records, examination of documentation, and classroom observation(s). The Department determined that one or more of the criteria monitored in your district was “Partially Implemented” or “Not Implemented.” In all instances where noncompliance was found, the Department has prescribed corrective action for the district. This corrective action must be implemented as soon as possible, but in no case later than a year from the date of this report. You will find these requirements for corrective action included in the enclosed report, along with requirements for submitting progress reports using the enclosed form. Please provide the Department with your written assurance that all of the required corrective action will be implemented by your district within the timelines specified in the report. You must submit your statement of assurance to Darlene Lynch, Director, Program Quality Assurance Services, by June 16, 2011. 1 Your staff's cooperation throughout this Mid-cycle Review is appreciated. If you have questions about this letter or the enclosed report, please do not hesitate to contact Susan D. Nichols at 781-338-3722. Sincerely, Susan D. Nichols, Mid-cycle Review Chairperson Program Quality Assurance Services Darlene A. Lynch, Director Program Quality Assurance Services cc: Mitchell D. Chester, Ed.D., Commissioner of Elementary and Secondary Education Vani Rastogi-Kelly, Supervisor, Program Quality Assurance Services Kevin Coughlin, School Committee Chairperson Kathy Gaudreau, Local Program Review Coordinator Encs: Mid-cycle Report Mid-cycle Progress Report Form 2 MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION MID-CYCLE REPORT Dedham Public School District Date of the Mid-cycle Review Onsite: March 23, 2011 Date of this Report: May 31, 2011 PLEASE NOTE THAT THIS REPORT IS IN TWO SECTIONS. Required Special Education Criteria Monitored in this Mid-cycle Review Current special education criteria available by scrolling down to the special education instrument at http://www.doe.mass.edu/pqa/review/cpr/default.html Criterion Criterion Implemented SE 7 Transfer of parental rights at age of majority and student participation and consent at the age of majority Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion Student Records A review of the student records, documentation and interviews indicated that the district sends notice to students and their parents one year prior to the student reaching 18 years of age that explains the transfer of parental rights at age 18. Document Review Interviews If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 1 of 15 (b) Progress Report Due Date(s) and Required Elements Criterion Criterion Implemented SE 52A Registration of educational interpreters Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion Document Review The district does not have any students enrolled at this time who require the services of an educational interpreter for the deaf and hard of hearing. The district has procedures in place that indicate that an employee acting in this capacity would be registered with the Massachusetts Commission for the Deaf and Hard of Hearing, as required. Interviews If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 2 of 15 (b) Progress Report Due Date(s) and Required Elements Additional Special Education Criteria Monitored in this Mid-cycle Review Current special education criteria available by scrolling down to the special education instrument at http://www.doe.mass.edu/pqa/review/cpr/default.html Criterion Criterion Implemented SE 2 Required and optional assessments SE 4 Reports of assessment results Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion Student Records A review of the student records and interviews indicated that the district is completing the educational history and teacher assessments (Educational Assessment Part A and B). The district is using a variety of assessment tools and students are being assessed in all areas related to the suspected disability. Interviews Student Records Interviews If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation A review of student records and interviews indicated that all reports of assessment results summarized the procedures employed, the results and diagnostic impressions, and defined Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 3 of 15 (b) Progress Report Due Date(s) and Required Elements Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation in detail and in educationally relevant and common terms, the student’s needs, offering explicit means of meeting those needs. SE 6 Determination of transition services SE 8 IEP Team composition and attendance Student Records Interviews Student Records Interviews A review of the student records and interviews indicated that the district is addressing transition planning needs at IEP Team meetings when the student is 14 years of age and the Transition Planning Form is reviewed annually by the Team. A review of the student records and interviews indicated that the IEP Teams have representatives at the meetings with the authority to commit the district’s resources. Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 4 of 15 (b) Progress Report Due Date(s) and Required Elements Criterion SE 9A Elements of the eligibility determination; general education accommodations and services for ineligible students SE 12 Frequency of reevaluation Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion Document Review A review of the documentation and interviews indicated that if a Team determines that a student is not eligible for special education but may be eligible for accommodations for disabilities under Section 504, the student is referred for consideration for eligibility under that general education program. Interviews PI Student Records A review of the student records indicated that reevaluations are not always conducted every three years. If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation Develop an internal oversight and tracking system to ensure that reevaluations are conducted every three years. Develop a report of the results of a comprehensive internal review of student records at all levels, for reevaluations conducted subsequent to the implementation of the Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 5 of 15 (b) Progress Report Due Date(s) and Required Elements By September 9, 2011, provide a description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system’s implementation. Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation oversight and tracking system, for evidence of compliance with conducting re-evaluations every three years. *Please note when conducting internal monitoring that the district must maintain the following documentation and make it available to the Department upon request: a) List of the student names and grade levels for the records reviewed; b) Date of the review; c) Name of person(s) who conducted the review, their role(s), and signature(s). Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 6 of 15 (b) Progress Report Due Date(s) and Required Elements By December 16, 2011, submit a report of the results of an internal review of records from all levels where a reevaluation was conducted after the implementation of the tracking system. Include the following information: Number of records reviewed at each level; Number of records in which a re-evaluation was conducted every three years; Results of the root cause analysis for any noncompliance found; and Specific actions Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation (b) Progress Report Due Date(s) and Required Elements taken by the district to remedy any non-compliance. SE 14 Review and revision of IEPs PI Student Records Interviews A review of the student records and interviews indicated that the annual review of the IEP does not always take place on or before the anniversary date of the IEP. Develop an internal oversight and tracking system to ensure that IEP Team meetings are held on or before the anniversary date of the IEP. Develop a report of the results of a comprehensive internal review of student records at all levels, for annual reviews that have taken place since implementation of the oversight and tracking system, for evidence of compliance with the annual review being held on or before the anniversary date of the IEP. *Please note when conducting internal monitoring that the district must maintain Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 7 of 15 By September 9, 2011, provide a description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system’s implementation. By December 16, 2011, submit a report of the results of an internal review of student records from all levels for annual reviews conducted since the implementation of the tracking Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation the following documentation and make it available to the Department upon request: a) List of the student names and grade levels for the records reviewed; b) Date of the review; c) Name of person(s) who conducted the review, their role(s), and signature(s). SE 17 Initiation of Student Records A review of the student records and interviews Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 8 of 15 (b) Progress Report Due Date(s) and Required Elements system. Include the following information: Number of records reviewed at each level; Number of records in which an annual review Team meeting was held on or before the anniversary date of the IEP; Results of the root cause analysis for any noncompliance found; and Specific actions taken by the district to remedy any noncompliance. Criterion Criterion Implemented services at age three and Early Intervention transition procedures SE 22 IEP implementation and availability SE 24 Notice to parent regarding Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion Interviews indicated that the district is initiating assessments, Team meetings and placement procedures in a timely manner to ensure the development and implementation of an IEP for eligible children by the date of the student’s third birthday. Student Records A review of the student records and interviews indicated that teachers are being informed of their specific responsibilities related to the implementation of the student’s IEP. Additionally, students are receiving counseling services when indicated on the IEP. Interviews Student Records Interviews If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation A review of the student records and interviews indicated that the district Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 9 of 15 (b) Progress Report Due Date(s) and Required Elements Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation proposal or refusal to initiate or change the identification, evaluation, or educational placement of the child or the provision of FAPE SE 25 Parental consent Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation (b) Progress Report Due Date(s) and Required Elements is completing the narrative description of the school district proposals (N1 forms) in detail and responding to all questions on page 2 of the N1 form. PI Student Records A review of the student records indicated that there were instances when the services proposed on a student’s IEP were provided prior to receipt of the parent’s written consent to such services. Develop district-wide procedures for notifying staff when a parent has provided written consent to the services on the proposed IEP so that staff may provide such services. Provide training to staff on these procedures. Develop an internal oversight and tracking system to ensure that written parental consent is obtained to the services proposed on a student’s IEP before providing such Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 10 of 15 By September 9, 2011, submit a copy of the district-wide procedures for notifying staff when a parent has provided written consent to the services on the proposed IEP. Submit evidence of staff training, including an agenda and signed attendance sheet indicating the role Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation services. Develop a report of the results of a comprehensive internal review of student records at all levels, for Team meetings held subsequent to implementation of the corrective actions, for evidence of compliance with ensuring that written parental consent is obtained prior to providing the services on the proposed IEP. *Please note when conducting internal monitoring that the district must maintain the following documentation and make it available to the Department upon request: a) List of the student names and grade levels for the records reviewed; b) Date of the review; Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 11 of 15 (b) Progress Report Due Date(s) and Required Elements of staff. Also, submit the description of the internal oversight and tracking system and identify the person(s) responsible for the oversight, including the date of the system’s implementation. By December 16, 2011, submit a report of the results of an internal review of student records from all levels in which a Team meeting was held since implementation of the corrective actions. Include the following: Number of records Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation c) Name of person(s) who conducted the review, their role(s), and signature(s). SE 29 Communications are in English and primary language of Student Records Interviews A review of the student records and interviews indicated that communications are provided in English and the primary language of Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 12 of 15 (b) Progress Report Due Date(s) and Required Elements reviewed at each level; Number of records in which the parent provided written consent to the services on the proposed IEP before the district provided such services; Results of the root cause analysis for any noncompliance found; and Specific actions taken by the district to remedy any noncompliance. Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation home Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation the home, if such primary language is other than English. SE 36 IEP implementation, accountability and financial responsibility SE 42 Programs for young children three and four years of age SE 43 Behavioral interventions Student Records Interviews Student records and interviews indicated that accommodations listed on the IEPs of middle and high school students are being provided in the general education classrooms. See SE 17. Student Records Interviews A review of the student records and interviews indicated that the district is providing behavioral supports throughout the district’s programs for students. Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 13 of 15 (b) Progress Report Due Date(s) and Required Elements Criterion Criterion Implemented SE 51 Appropriate special education teacher licensure SE 55 Special education facilities and classrooms Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion Document Review The district submitted the licensure of all of the special education teachers working in the Alternative High School Program. All teachers are appropriately licensed. Interviews Observations Interviews If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation The Avery Elementary School is now providing speech and reading services in a classroom that is confidential and maximizes the inclusion of the students into the life of the school. The Oakdale Elementary School special education resource room has been re-located and is no longer in the basement, separated from all other classrooms in the building. The classroom’s location now maximizes the Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 14 of 15 (b) Progress Report Due Date(s) and Required Elements Criterion Criterion Implemented Criterion Partially Implemented (PI) or Not Implemented (NI) Method(s) of Investigation Basis of Determination about Criterion If Partially Implemented or Not Implemented: (a) Required Corrective Action and Timelines for Implementation inclusion of the students into the life of the school. The counseling wing of the high school has been restructured to allow for greater confidentiality. Dedham Public School District Coordinated Program Review Mid-cycle Report May 31, 2011 Page 15 of 15 (b) Progress Report Due Date(s) and Required Elements MASSACHUSETTS DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION MID-CYCLE REVIEW School District: Dedham Public School District M I D – CY C L E P R O G R E S S R E P O R T Date Prepared: ____________________________________ Prepared by: __________________________________________________________________ (name and title) Criterion: _______________________ Topic: ________________________________________________________________________ For each criterion for which you prepare a progress report, please make a copy of this cover page, fill in the information requested above, and attach a complete description of the corrective action taken and any accompanying documentation. (Description of corrective action for each criterion and any accompanying documentation should include all of the “Progress Report Required Elements” for that criterion in the Mid-cycle Report.) Send the whole set of completed progress reports to: Darlene Lynch, Director Program Quality Assurance Services Massachusetts Department of Elementary and Secondary Education 75 Pleasant Street Malden, MA 02148-4906